Privacy Policy

Who we are

Premises Asset Map (“the Service”) is an asset and compliance management platform for community premises and trust-managed buildings. The Service is used by organisations (such as village hall trusts and management committees) to manage their own premises. The organisation that granted you access is the data controller for the information held in its account; the Service processes that information on its behalf. If you have a question about how your data is used, contact your organisation's administrator (listed under Settings → Users for signed-in administrators).

What we collect

• Account data — your name and email address, provided when you are invited and when you sign in. Sign-in is handled by our identity provider, Clerk.
• Role and access data — your role (for example Trustee or Club Manager) and which premises you may access.
• Records your organisation keeps — asset, document, cost, inspection, risk, and supplier records entered by you or your colleagues. Supplier records may include a contact person's name, email, phone number, and address. Incident records may include the names of injured parties and witnesses; these are access-restricted to authorised roles only.
• Technical data — IP addresses (used for security rate limiting) and server logs. Our logging deliberately redacts personal data such as names, email addresses, and phone numbers.

Why we process it

• Legitimate interests — running, maintaining, and securing community premises: knowing what assets exist, who services them, and what has happened on site.
• Legal obligation — health-and-safety record keeping, including incident records that may be reportable under RIDDOR.
• Contract / access provision — creating and managing your user account so you can use the Service.

How long we keep it

• Incident records — deleted automatically 3 years after the incident occurred (the legal minimum for RIDDOR-reportable incidents). Safeguarding incidents are excluded from automatic deletion and retained under manual review, because legal guidance requires longer retention.
• Invitations — invitation records (containing an email address) are deleted as soon as the invitation is accepted or revoked.
• Supplier contact details — kept while the supplier relationship is active. On request, administrators can permanently erase a supplier contact's personal details while keeping the business record.
• Account data — kept until your account is removed. Removing a user deletes their account and sign-in identity; their name is detached from historical records rather than retained.

Who we share it with

We do not sell personal data. The Service runs on a small set of infrastructure providers acting as processors: Vercel (hosting), Neon (database), Clerk (authentication), Resend (transactional email), and Better Stack (log management). Some providers process data in the United States under UK-approved safeguards (International Data Transfer Agreement / Standard Contractual Clauses).

Email preferences

Administrators and trustees may receive a weekly compliance digest email. You can stop these at any time — ask your organisation's administrator to switch off digest emails for your account (Settings → Users).

Security

All traffic is encrypted in transit. Access is role-based — users only see the records their role and premises assignment allow. Documents are stored privately and served only through authenticated downloads. Server logs redact personal data.

Your rights

Under UK GDPR you have the right to access, correct, erase, restrict, or object to the processing of your personal data, and to data portability. To exercise any of these rights, contact your organisation's administrator, who can action them in the Service (including permanent erasure of supplier contact details and removal of user accounts). If you are not satisfied, you can complain to the Information Commissioner's Office at ico.org.uk.

Changes to this policy

We will update this page when our processing changes and revise the “last updated” date above. Significant changes will be communicated to organisation administrators.